Operations Coordinator / Executive Assistant (Pro-Level)

Role Overview: This role is fast-paced and operationally critical. You will be responsible for keeping installs, communication, and data running smoothly across multiple moving parts. Success in this role requires strong ownership, attention to detail, and the ability to stay organised under pressure without constant direction. This role is not suited to someone looking for repetitive admin work. It requires initiative, problem-solving, and ownership over outcomes with potential for growth as the business scales.\n\nKey Responsibilities:\n* Coordinate customer bookings and manage installation schedules in alignment with field teams\n* Maintain accurate and up-to-date data across Pipedrive CRM, quoting platforms, and project tracking tools\n* Act as the central communication hub between installers, internal staff, commercial partners, and leadership\n* Oversee stock coordination to ensure all materials are ordered, tracked, and delivered ahead of scheduled installations\n* Provide direct operational support to the business owner, including team coordination and task management\n* Serve as a key point of contact between the director and team, ensuring alignment, accountability, and clear communication\n* Develop, implement, and continuously improve internal processes, systems, and workflows to support scalability\n* Build and maintain dashboards, spreadsheets, and reporting tools to track performance and operations\n* Implement automations (Zapier/Make) to reduce manual work, improve data accuracy, and streamline workflows\n* Identify operational bottlenecks and proactively implement solutions\n* Monitor and manage the customer journey from sale through to installation completion, ensuring a high-quality experience\n* Assist with general administration and process management using tools such as Notion and Google Sheets\n\nRequired Skills and Qualifications:\n* Proven experience in operations, admin, or EA roles, ideally in fast-paced or trade/service businesses\n* Strong experience working with CRMs (Pipedrive preferred), automation tools (Zapier/Make), and operational systems such as Google Sheets, Slack, and calendar management tools\n* Excellent English communication skills, written and verbal; confident in client-facing interactions\n* Highly organized with strong attention to detail, especially around data accuracy\n* Ability to work autonomously and manage multiple priorities simultaneously\n* Resilient under pressure, capable of adapting quickly in a dynamic environment\n* Availability during AEST business hours (approx. 8 AM – 5 PM), with occasional early starts\n\nNice to Have\n* Prior experience in solar, renewable energy, or related service businesses\n* Experience with workflow automation tools\n\nWhat Success Looks Like (First 90 Days)\n* Installation schedules are consistently accurate and well-coordinated\n* CRM and job data are clean, up-to-date, and reliable\n* Communication between sales, installers, and operations is seamless\n* Stock and materials are always prepared ahead of install dates\n* Bottlenecks are identified early and resolved proactively\n* Reporting and dashboards provide clear visibility of operations\n\nWhy Apply\n* Full-time, long-term engagement with a growing Australian solar business\n* Direct collaboration with the business owner, giving you real visibility and impact\n* Competitive retainer\n* AEST-aligned hours\n* Opportunity to grow alongside a business expanding its operations\n\nWork Arrangement & Expectations:\nThis is a remote role that will be set up as an independent contractor engagement.